The contractor daily report: six lines to read before the trucks roll
A contractor daily report is six lines long and you read it before the trucks roll: leads that came in since yesterday, calls nobody answered, quotes sitting out unsigned, jobs running today, money that landed, money past due. It is not a dashboard and it is not a meeting. It is the one page that tells you where to spend the first hour of the day.
The weekly dashboard answers whether the business is pointed the right direction. The morning brief answers a smaller question: what needs a person today, before it turns into next week's bad number.
What belongs on it
Six lines, in this order, because the order is how you triage.
- New leads since the last brief. Name, trade, source, and how they arrived. Phone calls included, not just web forms.
- Calls that went unanswered. Missed, voicemail, and after hours, with numbers attached so somebody can call back at eight instead of finding out Friday. We went through the cost of that gap in the post on after hours calls.
- Quotes out and aging. Every unsigned quote with the days since it was sent. Anything past a week is a follow-up task, not a hope.
- Jobs running today. Crew, address, and anything the job needs that is not already on the truck.
- Money in since yesterday. Deposits and payments, so cash is a fact each morning instead of a guess on Friday.
- Past due invoices. Only the ones that crossed thirty days overnight. One new name a day is manageable. A list of forty at month end is not.
Everything else stays off. Traffic, review counts, close rate, backlog: all real, none of them things you act on at six in the morning. Those live on the weekly dashboard, and mixing the two turns the brief into something nobody reads.
What a filled in brief looks like
Every one of the six lines carries either an entry or the word none, so a quiet night still produces a page and nobody has to wonder whether the thing ran. The shape, with the blanks filled from the exports:
Morning brief, [Tuesday the 14th]
New leads: [first name], interior repaint, web form, [9:14 pm]. [First name], vinyl plank, phone, [7:02 am].
Unanswered: one missed call, [number], [8:41 pm], no voicemail.
Quotes out: [first name] at [11] days, [first name] at [8] days, [first name] at [2] days.
Running today: [crew], [address], needs the second ladder off the shop rack. [Crew], [address], nothing outstanding.
Money in: [two] deposits, [one] progress payment.
Newly past thirty: [first name], invoice [number].
Read top to bottom, that page assigns itself. The missed call gets returned at eight. The quote sitting eleven days gets a phone call rather than another email. The ladder goes on the truck before the crew pulls out. The invoice that crossed thirty overnight gets a call today instead of a letter at month end. None of those four actions needed a decision from the owner, which is the reason the brief can be read standing up.
Why the morning matters more than the number
Most of what a contracting company loses is lost to delay, not to bad decisions. A lead that came in at nine last night is competing with whoever calls back first. A quote that has been sitting nine days is cooling. An invoice that quietly aged past thirty is now a phone call somebody is dreading.
All three of those are cheap to fix on the day they show up and expensive to fix a month later. A brief that lands before the day starts converts them into three tasks, assigned and done before lunch.
How to build one without buying anything
Write it by hand for two weeks first. Ten minutes each morning, pulling from the phone log, the email inbox, the estimating tool, and the accounting file. It is tedious, and the tedium is the point: you find out which of the six lines you cannot actually produce. A line you cannot fill is a process nobody is recording, and no software fixes that for you.
Then automate the gathering, not the thinking. Phone systems export call logs. Estimating tools export quotes sent and accepted. Accounting exports deposits and aging. Pulling those into one short email that lands at five thirty is ordinary plumbing, and it is most of what the system we run is made of. The judgment stays with you. The fetching does not need to.
Send it somewhere you already look. Email or text beats a login screen. A brief behind a password gets read for about a week.
How the Bellingham companies run it
We run painting and flooring companies in Bellingham, and the brief arrives before the shop opens. The two lines that earn their keep are unanswered calls and aging quotes, because those are the two that decay fastest and the two nobody notices missing.
We keep it short on purpose. When we tried adding more lines, the brief got skimmed instead of read, which is worse than not sending one. Six lines fits on a phone screen at a red light, and that is the actual design constraint.
What a brief can do stops at removing the excuse of not knowing. If the follow-up still does not happen after a month of them, the problem was never information, and adding a seventh line will not touch it.
A free look at what the morning misses
The free audit covers your site, local search, response time, quoting, and follow-up, then ranks what is worth fixing first. Joshua replies within one business day, and the written findings usually follow within a week.